Section one: Contracting authority
one.1) Name and addresses
North Ayrshire Council
Cunninghame House,,
Irvine
KA12 8EE
Contact
Joanne McQuillan
joannemcquillan@north-ayrshire.gov.uk
Country
United Kingdom
NUTS code
UKM93 - East Ayrshire and North Ayrshire mainland
Internet address(es)
Main address
http://www.north-ayrshire.gov.uk
Buyer's address
http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00337
one.1) Name and addresses
North Ayrshire Council
Cunninghame House, Friars Croft
Irvine
KA12 8EE
procurement@North-Ayrshire.gov.uk
Telephone
+44 1294310000
Country
United Kingdom
NUTS code
UKM93 - East Ayrshire and North Ayrshire mainland
Internet address(es)
Main address
http://www.north-ayrshire.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00337
one.1) Name and addresses
South Ayrshire Council
County Buildings, Wellington Square
Ayr
KA7 1DR
procurement@south-ayrshire.gov.uk
Telephone
+44 3001230900
Country
United Kingdom
NUTS code
UKM94 - South Ayrshire
Internet address(es)
Main address
http://www.south-ayrshire.gov.uk/procurement/
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00405
one.1) Name and addresses
East Ayrshire Council
Corporate Procurement Team, London Road HQ
Kilmarnock
KA3 7BU
procurement@east-ayrshire.gov.uk
Telephone
+44 1563576183
Country
United Kingdom
NUTS code
UKM93 - East Ayrshire and North Ayrshire mainland
Internet address(es)
Main address
http://www.east-ayrshire.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00223
one.2) Information about joint procurement
The contract involves joint procurement
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Pan Ayrshire Framework - Election Services & Postal Vote Management System
Reference number
NAC5068
two.1.2) Main CPV code
- 79810000 - Printing services
two.1.3) Type of contract
Services
two.1.4) Short description
The tender will facilitate the provision of the following services
Printing and Issuing of Postal Voting Packs and Printing of Ordinary and Tendered Ballot Papers and Absent Vote Personal Identifier
Verification System
The printing of all ballot papers
The printing of postal voting packs
Absent Vote Identifier Verification System
Project management
Customer helpdesk
two.1.5) Estimated total value
Value excluding VAT: £600,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79811000 - Digital printing services
- 22821000 - Electoral forms
two.2.3) Place of performance
NUTS codes
- UKM93 - East Ayrshire and North Ayrshire mainland
- UKM94 - South Ayrshire
two.2.4) Description of the procurement
The Purchasers are looking to procure the following: (please note this list is not exhaustive)
Printing and Issuing of Postal Voting Packs and Printing of Ordinary and Tendered Ballot Papers and Absent Vote Personal Identifier
Verification System
The printing of all ballot papers (including ordinary, tendered and postal ballot papers) for all elections and referendums held during the
Contract Period
The printing of postal voting packs (including postal ballot paper(s), outer envelope addressed to the postal voter, envelope A, envelope B,
of packs via Royal Mail or other postal provider of first class postal services for all elections and referendums during the Contract Period. The supplier must be able to manage more than one electoral event being held on the same day.
Absent Vote Identifier Verification System
The system must electronically verify and adjudicate 100% of personal identifiers on postal voting statements and scan and match all
accompanying postal ballot papers ensuring that only valid ballot papers go forward to the election count.
Customer helpdesk
Project management
Included within the commercial envelope is the option for printing of Polling Cards and potential electorate increase due to boundary changes. These
are as an option only and will not form part of the evaluated price, however pricing for these elements will remain for the duration of the agreement.
two.2.5) Award criteria
Quality criterion - Name: Demonstration / Weighting: 16%
Quality criterion - Name: Quality Questions / Weighting: 54%
Price - Weighting: 30%
two.2.6) Estimated value
Value excluding VAT: £600,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
10 December 2021
End date
9 December 2025
This contract is subject to renewal
Yes
Description of renewals
the initial contract will be for 2 years with option to extend by up to 24 months
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
Polling Card printing
Electorate changes for UK General Election due to boundary changes
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
If required, bidders are required to be enrolled in the relevant professional or trade registers within the country in which they are established.
Where it is required, within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.
Bidders must confirm if they hold the particular authorisation or memberships.
three.1.2) Economic and financial standing
List and brief description of selection criteria
Bidders will be required to have a minimum yearly “specific” turnover of (300,000)GBP for the last 3 years in the business area covered by the contract.
North Ayrshire Council reserve the right to review the bidders financial information including information from credit reference agencies at tender stage and throughout the life of the contract, and seek clarifications if necessary. If clarifications are not satisfactory the bidder may be excluded from the tender process.
Bidders who cannot meet the required level of turnover will be excluded from this tender.
Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up or started trading.
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance = [10,000,000]GBP
http://www.hse.gov.uk/pubns/hse40.pdf
Public Liability Insurance [5,000,000]GBP
Professional Indemnity Insurance [1,000,000]GBP
Cyber Security Insurance [2,000,000]GBP
three.1.3) Technical and professional ability
List and brief description of selection criteria
Bidders will be required to provide a minimum of 2 examples of services carried out in the past 3 years that demonstrates they have the relevant experience to deliver the services as described in part II.2.4 of the Contract Notice. The services must be of a similar value, size and scope.
Unsatisfactory experience will result in exclusion from the tender process.
Bidders must also provide two satisfactory references for the same two contracts on the reference templates provided. References should be completed and signed by previous customers for contracts of a similar value, size and scope. If any of the referees score the bidder less than 2 the bidder will be excluded from the tender process.
Completed experience and reference templates must be zipped and uploaded at question 4C.1 of the qualification envelope.
Bidders will be required to confirm the supplier itself have the following Organisational Membership -Association of Electoral Administrators
Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
15 October 2021
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
15 October 2021
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: August 2025
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Lots are not being used for this tender for the reason(s) stated below:
Requires additional contract management resource which is not available.
Quality Management Procedures
1. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent) or a documented policy regarding quality management, see attachment at SPD question 4D.1.
Health and Safety Procedures
1. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS OHSAS 18001 or ISO 45001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum or the bidder must have a regularly reviewed and documented policy for Health and Safety management, see attachment at SPD question 4D.1.
Other:
The bidder must hold ISO 27001 Information Security Management System (or equivalent)
3. The bidder must hold - ISO 22301 – Business continuity management system (or equivalent)
4. The bidder must hold Cyber Essentials or Cyber essentials Plus or equivalent.
see attachment at SPD question 4D.1.
Environmental Management Procedures
1. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate or the bidder must have a regularly reviewed documented policy regarding environmental management, see attachment at SPD question 4D.2.
1.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 19487. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows:
Community benefits will be requested on a minimum requirement basis for:
Supply Chain Initiatives
Community and Education Initiatives
The Community Benefits provided will be shared between the 3 Local Authorities.
(SC Ref:665398)
six.4) Procedures for review
six.4.1) Review body
Kilmarnock Sheriff Court
Sheriff Court House, St Marnock Street
Kilmarnock
KA1 1ED
Telephone
+44 1563550024
Country
United Kingdom